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Add a Subcontractor SOV to a Commitment

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Objective

To add a Subcontractor Schedule of Values (SSOV) to a purchase order or subcontract.  

Background

In Procore, the 'Subcontractor SOV' tab is enabled on the Commitments tool by default. This tab provides your downstream contractors with a way to provide a detailed breakdown of specific work items on a commitment. This breakdown is entered by your contractors on a separate tab—to ensure the committed amounts on each line item on the subcontract's general 'Schedule of Values' tab remains consistent with the approved agreement. 

Example

Let's assume you are a general contractor and have a subcontract with 'ABC Concrete'. Before your company will approve payment for work items on that subcontract, you want the subcontractor to provide a line item breakdown of each cost code/cost type combination to describe their costs in more detail.

To do this, you can have Procore send an email notification to the designated 'Invoice Contact' on the commitment. This email asks their company to complete the  Subcontractor SOV.  After the subcontractor adds their detailed line item breakdown to demonstrate their labor costs, materials, or other costs associated with the work items, they can then submit the completed data entry back for your review. 

Things to Consider

  • Required User Permissions:
    • To add a line item to the Subcontractor SOV tab of any contract, 'Admin' level permissions on the project's Commitments tool. 
    • To add a line item to the Subcontractor SOV tab of a specific contract, 'Read Only' level permissions or higher if the user is also the designated invoice contact on the purchase order or subcontract. To learn more, see What is an invoice contact?
    • To add a line item to the Subcontractor SOV tab when a contract is not marked 'Private,' 'Read Only' or 'Standard' level permissions on the project's Commitments tool with the 'Create Purchase Order' granular permission and/or 'Create Subcontract' granular permission enabled on your permissions template.
    • To add a line item to the Subcontractor SOV tab when a contract is marked 'Private,' 'Standard' level permissions on the project's Commitments tool and added as an 'Invoice Contact' and as member 'Private' drop-down list with the 'Allow Users to See SOV Items' check box enabled on the purchase order or subcontract. For details, see Create a Purchase Order or Create a Subcontract.
  • Limitations:
    • The Subcontractor SOV tab is only supported by the Amount Based accounting method. It is not supported by the Unit-Quantity based accounting method. See  How do I set the accounting method for a contract or funding?
    • Only the detail line items added on the Subcontractor SOV tab will carry over to the invoice.
  • Additional Information:
    • To update a Subcontractor SOV, it must be in 'Draft' or 'Revise & Resubmit' status. 
    • You must add line items to the Subcontractor SOV before you create subcontractor invoices for the purchase order or subcontract.
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  

Prerequisites

Steps

Create a Purchase Order or Subcontract

Complete the steps in Create a Purchase Order or Create a Subcontract. Then continue by updating the SOV as described in the next step.

Update the Schedule of Values (SOV)

These steps show you how to update the general Schedule of Values. 

  1. Navigate to the project's Commitments tool.
  2. Under the Contracts tab, locate the purchase order or subcontract. 
  3. Click the Number link of the contract to open.
  4. In the General tab, click Edit Contract. 
     Important

    To update the Schedule of Values, a user must be designated as an invoice contact. See Add Invoice Contacts to a Purchase Order or Subcontract

  5. Scroll to the Schedule of Values section. 
     Note
    If the 'Line Items on this contract cannot be added or modifed' banner appears, click Show Details to see an explanation. 
  6. If you are permitted to add line items to the Schedule of Values, click the Add Line button.
  7. Add the line item as follows:

    Schedule of Values

    This table details the columns in the line item entry. 

    Column Name Do the following... Important Information To learn more...
    Change Event Line Item Select a change event line item to link to the contract from the drop-down list. This column only appears if the Change Events tool is active on the project. Add the Change Events tool to the project as described in Add and Remove Project Tools.
    Prime Line Item Select a line item from the prime contract's Schedule of Values from the drop-down list.  This column always appears. If you are adding a line item to the contract's Schedule of Values that is NOT accounted for in the prime contract, select the Non-Budgeted option.  Update the Schedule of Values on a Prime Contract
    Budget Code Select a budget code from the drop-down list or click Create a Budget Code. Budget codes are created in Procore's Work Breakdown Structure. See What is a budget code in Procore's WBS? 

    Create Budget Codes in Procore's Project Financials Tools
    Description Enter a description for the new line item that you are adding to the  commitment contract's Schedule of Values. N/A N/A
    Tax Code Select a Tax Code to associate with the line item. This column is only available when the tax codes feature is enabled in Procore. How can I use tax codes on a project?
    Amount Enter the cost associated with the line item's scope of work.  This is a currency value.  N/A
    Billed To Date This column updates automatically.  After you create one (1) or more invoices for this line item, the value in this column updates to show the amount billed to date.  About Subcontractor Invoices
    Amount Remaining This column updates automatically. After you create one (1) or more invoices for this line item, Procore updates the value in this column to show the amount remaining to be billed. About Subcontractor Invoices

     
  8. Repeat the steps above for all the line item(s) that you want to add to the contract's Schedule of Values.
  9. Once you are done adding line items, do one of the following:
    • If you are creating a new contract, click Create.  
      OR
    • If you are editing an existing contract, click Save.
  10. Optional: If you have enabled the Subcontractor Schedule of Values (SSOV) and want to send an alert to the invoice contact to update the SSOV, continue with the next step. 

Send a Subcontractor Schedule of Values Notification

If the Subcontractor SOV tab is enabled on the project (see Enable or Disable the Subcontractor SOV Tab on the Commitments Tool), you can send a notification to your downstream collaborator's invoice contact (see What is an invoice contact?) to alert him or her to complete their required detailed line item breakdown in the contract's Subcontractor Schedule of Values. To learn more, see What is a Subcontractor Schedule of Values?

 Note
To send the Subcontractor Schedule of Values notification, the commitment contract must be in the Draft or Revise & Resubmit status. The 'Send SSOV Notification' button is NOT available when the contract is in other statuses. 
  1. Click the Subcontractor SOV tab. 
  2. Optional: If you want to edit the Subcontractor Schedule of Values before sending a notification to your downstream collaborator's invoice contact, click the Edit SSOV button. Then update the SSOV as needed and click Save. 
  3. Click Send SSOV Notification. 

    send-ssov-notification-button.png

    A GREEN banner appears when Procore sends an email message to the individual designated as the 'Invoice Contact' on the commitment contract. The email alerts the invoice contact to update the Subcontractor Schedule of Values with a detailed breakdown for each line item on the contract's general Schedule of Values. 

Update the Subcontractor SOV

Open the Subcontractor Schedule of Values from the Commitments Tool

 Tip

Did you receive an email inviting you to provide a breakdown of your schedule of values on a commitment? If you are an invoice contact for the 'Contract Company' on a commitment contract, the company that you are performing work for may invite you to provide a detailed breakdown of the schedule of values on a commitment contract. To respond to that email instead of using the steps below, see  How do I provide a detailed breakdown of my schedule of values for a Procore commitment?

  1. Navigate to the project's Commitments tool.
  2. Click the Contracts tab.
  3. Locate the purchase order or subcontract to work with and click the Number link.
  4. Click the Subcontractor SOV tab.
  5. Continue with the next step.

Update the Subcontractor Schedule of Values

If you are an invoice administrator (or an invoice contact who has been invited to update a Subcontractor SOV), you can perform these steps on the commitment contract.

  1. In the commitment, click the Subcontractor SOV tab.
     Note
    If you do NOT see a 'Subcontractor SOV' tab on the commitment contract, a user with 'Admin' level permissions on the Commitments tool must enable it. See Add a Subcontractor SOV to a Commitment and Enable or Disable the Subcontractor SOV Tab on the Commitments Tool.
  2. Click Edit. 
  3. Enter a detailed line-item breakdown in the Subcontractor SOV tab as follows:
    sub-sov-remaining-to-allocate.png
    • Click the +Add Line Item link.
    • In the Description box add a detailed description of the work to complete. 
    • In the Amount box, add the specific amount for that work. 
    • Continue this step until the 'Remaining to Allocate' amount for that budget code and description reads $0.00.
  4. When you have allocated all of the amounts in the Subcontractor SOV tab, click the Submit button. 
     Notes
    • The Submit button is dimmed and unavailable until the Remaining to Allocate fields in the Subcontractor SOV all read $0.00.
    • After you click the button, Procore changes the status of the Subcontractor SOV to Under Review. 
    • You will NOT be able to edit your submission unless the invoice administrator changes the status of the Subcontractor SOV to Revise & Resubmit. 

 

If you would like to learn more about Procore's commitments software and how it can help your business, please visit our construction financials tool product page icon-external-link.png.